Holiday party planning checklist
To plan a holiday party, start six weeks ahead: set the date and budget, send invites, plan food and one or two activities, and confirm the details a week out. The timeline, budget split and checklists below work for a home party, an office event or a friend group.
Timeline
| When | Task |
|---|---|
| 6 weeks out | Pick date, budget, guest list and venue |
| 5 weeks out | Send save-the-date, ask about dietary needs |
| 4 weeks out | Book caterer or plan menu, send invites with details |
| 3 weeks out | Open sign-ups for gift exchange or potluck dishes |
| 2 weeks out | Draw gift exchange names, buy decor and supplies |
| 1 week out | Confirm headcount, send reminder, plan setup |
| Day before | Shop, set up, make playlist |
| Day of | Prep food, set up, greet early guests |
| Next day | Clean up, thank-you message, photos |
Budget
Decide the total first, then split it. As a rough guide, about half goes to food, a quarter to drinks, and the rest to decor, music, games and small prizes. If you have a tight budget, ask guests to bring a dish and cut decor to a few things like lights and candles.
- Food and drink
- Venue or rentals
- Decor
- Games and prizes
- Gifts or exchange supplies
- Cleanup and trash bags
Invites
- Include date, start and end time, address, parking and dress code.
- Add the food plan and a place to share dietary needs.
- Add the gift swap rules and budget if there is one.
- Say whether kids and plus-ones are welcome.
- Ask for an RSVP date a week before the party.
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Food and drink
- Plan about five to eight appetizer bites per person for a two-hour party with no main meal, more if it is a dinner.
- Offer vegetarian, vegan, gluten-free and nut-free options.
- Have non-alcohol drinks as well as alcohol, and water.
- Label dishes with allergens.
- Set out food away from the door to avoid crowding.
Music, decor and games
Make a playlist with a mix of classics and upbeat songs, and keep volume low enough to talk. Set up a few lights, candles and a photo corner. Plan two short activities, like a gift swap and a game. See Christmas party games for adults and office holiday party games for rules.
Add a clear end time on the invite so people know when to leave and you are not left guessing.
Gift exchange items
If you add a gift exchange, set a budget, a draw date and a swap date. Use the Secret Santa generator for the draw, or see white elephant rules for a stealing game. For a plan that blends the swap with the party, see Secret Santa holiday party ideas.
Frequently asked questions
How far ahead should I plan a holiday party?
About six weeks. Book venues and caterers earlier in busy places.
How much food do I need?
About five to eight appetizer bites per person for a two-hour party without a meal. Plan more for a dinner.
How do I plan a party on a small budget?
Host at home, ask guests to bring a dish, and run free activities like games and a gift swap.
What should be on the invite?
Date, time, address, food plan, gift swap rules, dress code and an RSVP date.
What activities work for a holiday party?
A gift exchange, a short game, a sweater contest or a cookie swap.
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